Purchasing Agent

The Presidio Trust is seeking a Purchasing Agent who will support the Procurement Department. Once an Army Base, the Presidio of San Francisco is now a new kind of national park. The 1,500-acre Presidio is richly layered in history, is a natural oasis for wildlife, plants, and people, and offers iconic views known around the world. In its third decade as a park, public awareness and enjoyment of this exceptional place continues grow.

The Purchasing Agent performs and coordinates activities involved in procurement transitions utilizing a variety of purchasing methods/procedures and acquisition procedures. This role is responsible for purchasing a variety of goods and services for the Trust that require detailed specifications, cutsheets, scopes, prevailing wage requirements, some ongoing contract administration, for the acquisition of goods and services for the Trust in accordance with established policies and procedures to ensure fair price, quality and timeliness. Manages purchasing related to goods and services (up to a warrant level II maximum cost of $100,000) and other common purchase transactions, some of which require Davis Bacon or Service Contract wage rates.

This is a full-time position with benefits and a starting at $73,795 per year. This position is included in a bargaining unit, specifically The Laborer’s International Union of North America, Local 792, United Public Employees of California. Applications received by May 26, 2023 will receive first consideration.

Responsibilities

Prepare and issue Requests for Proposal (RFP), Request for Quote (RFQ), and/or Invitation for Bid (IFB) for purchases of goods/services and evaluate proposals on evaluation factors. Review and analyze purchase requisitions for completeness and proper approval hierarchy.
Assess and determine appropriate method of procurement, such as direct purchase, PO contract, task order, sole source or bid; develop or select appropriate technical evaluation criteria; handle the evaluation and award process, and process, and incorporate appropriate procurement clauses and/or terms and conditions, insurance requirements and wage determination in the PO or PO Contract. Administer PO’s that require extensive monitoring and oversight and resolve complex issues (e.g. protests, claims, termination or substantial modification).
Communicate with appropriate internal teams and vendor to clarify purchase requests, obtain necessary procurement information, or research and obtain necessary supporting documentation for the purchase.
Confer with vendors to obtain product or service information such as price, availability, and delivery schedule; and prepare bid requests. Perform technical and non-technical research to identify appropriate bidders using Qualified Vendors Lists (QVL) and other sources such as General Services Administration (GSA) and/or Cooperative (Co-Op) Agreements for availability of products or services and assemble lists of qualified bidders.
Review proposals and quotes; negotiate terms and conditions for PO, Vendor Agreement, Task Order, Contract Modification or PO Contract within budgetary limitations and scope of authority; award and administer POs, Vendor Agreement and PO Contracts within the scope of authority; determine requirement with Davis Bacon or Service Contract Act prevailing wage rates and determinations; and expedite delivery of goods or services to users. Assure that where early termination penalties or additional charges (such as abnormal vs. normal wear and tear charges) are proposed as well as automatic renewals, the requisitioning organization is aware and prepared to manage to minimize incurring such additional fees.
Prioritize daily tasks and urgent requests based on workload and nature of request meeting all set deadlines.
Process modifications to POs, contracts and task orders including changes to terms and conditions, extension of time, changes to specification, substitutions, termination, or additional work when it is determined to be in the best interest of the Trust.
Process VISA Purchase Requests (PR) and VISA checks for all departments, maintaining a $300,000 monthly credit limit for both. Reconcile VISA bank statements for all VISA card purchases and checks issued, following all VISA procurement policies, procedures and regulations.
Work on Furniture, Fixtures & Equipment (FF&E) projects including soliciting Purchasing Agent (PA); work with project team for technical identifiers; provide clarifications and summaries to bidders; conduct bid analysis; prepare bid matrix; participate in bid evaluations; lead weekly meetings where necessary, review all PO’s; obtain approvals for deposits and prepayments from internal Trust staff; confirm accuracy and approval of PO’s with Project Manager (PM), track budget, deliveries, damaged and incorrect items; coordinate site delivery and install, manage asset tagging; report back to project team
Monitor contractor performance to ensure compliance of all purchases with procurement policies and procedures, applicable laws, delivery schedules, and other requirements stated in the contract. Advise staff on procurement procedures and policies, laws, and regulations.
Maintain procurement records for goods or services purchased, costs, delivery, product quality or performance, and inventories; and keep information accessible for audits and future use by means of record management.
Identify and discuss defective or unacceptable goods or services with users, vendors, and others to determine source of trouble and take corrective action. Resolve invoicing issues directly with vendors or accounting department in a timely manner, review for accuracy and approve as required for payment.
Ensure acquisition duties are executed in accordance with all applicable regulations and guidelines including the provisions of Equal Opportunity Employment, Small Business Act, Executive Orders, Public Laws and internal control procedures.
Embrace opportunities to continuously learn, give advice and guidance, share knowledge, and provide counsel and feedback.
Other duties may be assigned.

Required Qualifications

An associate degree or equivalent in business administration or a similar field is desirable, or
At least two years procurement experience or successful completion of Public Procurement training in procurement of public goods, equipment and services.
Ability to work effectively with a wide variety of professions and parties.
Knowledge of a body of standardized purchasing regulations, policies, procedures, laws, and regulations.
Knowledge of established commodities, markets and common business practices including budget and finance sufficient to make purchases involving complex, varying and atypical circumstances.
Knowledge of laws, regulations and policies related to small purchases and other administrative services functions, and skill in recognizing applicability for specialized or specific situations.
Knowledge of the Request for Quotation process and procedures to establish selection criteria to provide an award on factors in addition to pricing.
Knowledge of budget and accounting systems to ensure obligations are charged to the proper account number and object class for recording in the financial system.
Knowledge of pre-award procedures; standard business, industrial, professional, and trade practices; sources of supply; open market procedures; mandatory contract items; acquisition restrictions and requirements; and common and specialized contract clauses.
Excellent time management skills to coordinate and organize tasks and activities for maximum effectiveness.

Desired Qualifications

Experience with a variety of goods, services and leases including Furniture, Fixtures & Equipment (FF&E)
Good sense of humor and positive can-do attitude
A passion for the Mission and Values of the Presidio Trust
Business degree or purchasing professional certification
Flexibly and adaptable to changing priorities and requests
Self-motivator with the ability to change direction easily and quickly

About the Administration Team

The Administration Department provides a variety of contract and solicitation support services for the entire organization. As part of a division that includes office management for Trust-occupied facilities, supports and records management and compliance, the contracting department delivers a high standard of customer service as well as contracting administration, and manages the process of creating and documenting organizational policies and procedures.

Background Investigation and Review

The Presidio Trust has identified this position as subject to a standard employment background investigation which shall consist of a review of applicable county, state and Federal criminal and civil records, state bankruptcy indexes, driver’s license, and a credit report. An individual’s granting of a background investigation and resulting report is voluntary, however, employment is contingent upon the successful completion of the investigation. The Trust may refuse to hire an individual, rescind an offer of employment, or review and terminate the employment of a current employee who does not successfully complete a background investigation.

Financial Disclosure

This position requires the completion of the U.S. Office of Government Ethics (OGE) Form 450, Confidential Financial Disclosure Report, both as a New Entrant into the position and annually thereafter. The purpose of the financial disclosure system is to assist employees and their agencies in avoiding conflicts between official duties and private financial interests or affiliations.

COVID-19 Vaccination Requirement

All Presidio Trust employees must be fully vaccinated against COVID-19 or obtain an approved medical or religious exemption. Employment is contingent upon submitting a COVID-19 Certification of Vaccination or qualifying for an exemption when hired.

The Presidio Trust is an equal opportunity employer, offering a competitive benefits package. To apply, download the employment application from our website at www.presidio.gov/presidio-trust/jobs and email the completed application to our email address listed on our website.